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Faculty of Health SciencesMedical CollegeSTUDENT HANDBOOK - 2021Distributed by University’s Office of the RegistrarMarch 2021The University reserves the right to review, change and implement policiesPageand1 ofprocedures122of this Handbook during the year.
FIRST WEEK AT AKU & ORIENTATION Office of the Registrar Orientation & Registration Important Contacts Taking ResidencePOLICIES, PROCEDURES & LIFE AT AKU Facilities on Campus Student Services Student Finance Student ActivitiesACADEMICS Examination & Promotion of Students Results & Transcripts The Curriculum Committee & Teaching Schedules Attendance and Leave of Absence Electives and Selective Student GroupingGRADUATION & CONVOCATION Graduation ConvocationAPPENDIX - UNIVERSITY POLICY Student Code of Conduct & Disciplinary Procedures Student Academic Integrity Policy Confidentiality of Student Records Dress Code Student Anti-Harassment Policy Student with Outstanding Account with the University Names on Degree, Diploma and Certificates Policy Student Health Service Plan Board of Student Academics Appeals The Electronic / online Access Guidelines for Students Examination & Promotion Policies
–Welcome to the Aga Khan UniversityMedical College, Class of 2025! Congratulations from all of us in the Office of the Registrar. This isto let you know that we are here to assist you in every waypossible. We wish you the best as you enter a new phase in yourlife.This Handbook has been designed to help you through your stayat AKU. In your own interest, you must review the informationprovided in this Handbook; the University’s policies/proceduresare explained which are applicable throughout your five yearstay at AKU.Today, you join a dynamic Faculty in a life-long quest for learning.At AKU we strive to develop a close and supportive communityfor our students and we hope to be partners in this process. .Office of the Registrar
January 2021–TABLEOF CONTENTSECTION – I - FIRST WEEK AT AKU & ORIENTATION1. Office of the Registrar. 12. Orientation . 13. Registration . 14. Important Contacts in the Office of the Registrar . 25. Taking Residence. 2SECTION – II - POLICIES, PROCEDURES AND LIFE AT AKU1. Defining a Student at AKU . 32. Facilities on Campus . 4 The Faculty of Health Science Library. 4 The Audio Visual – Learning Resource Centre . 4 Internet Access . 4 The Sports & Rehabilitation Centre . 43. Student Services . 6 Bonafide and Reference letters: . 6 Attestation Service Requests . 7 Verification Services. 7 One45. 8 eQUAD . 8 AKUROSS . 94. Student Finance . 9 University Finance Department . 9 Tuition, Hostel and Other Dues . 9 Financial Assistance Programme . 11 Scholarships: . 125. Student Mentorship Programme. 136. Student Health Service Plan. 137. The Counselling & Wellness Office . 138. Student Activities . 15
SECTION – III - ACADEMICS1. Examination and Promotion of Students. 162. Examination Results & Transcripts . 163. The Curriculum Committee & Teaching Schedules . 174. Attendance. 195. Leave of Absence:. 196. Selective and Elective . 217. Student Groupings . 25SECTION – IV - GRADUATION & CONVOCATION1. Graduation . 282. Information to upload Medical School Transcript and Medical SchoolPerformance Evaluation (MSPE) at ERAS Web Portal . 283. Convocation . 31APPENDIX: UNIVERSITY POLICIES1. Appendix A: Student Code of Conduct & Disciplinary Procedures . 342. Appendix B: Student Academic Integrity Policy . 423. Appendix C: Confidentiality of Student Records . 514. Appendix D: Dress Code . 535. Appendix E: Student Anti-Harassment Policy . 566. Appendix F: Students with Outstanding Accounts with the University . 637. Appendix G: Names on Degree, Diploma and Certificates Policy . 648. Appendix H: Student Health Service Plan . 659. Appendix I: Board of Student Academic Appeals . 7210. Appendix J: The Electronic / Online Access Guidelines for Students. 7911. Appendix K: Examination & Promotion Policies . 83
Class Picture on DAY ONESECTION - IFirst Week at AKU &OrientationStudent White Coat Ceremony
Office of the RegistrarFor any information and support during the course of your study you may contact theOffice of the Registrar. You will be guided depending on the information required.Students’ Personal RecordStudents must update your contact address and telephone number on the studentself-service portal- the AKUROSS. Students must also inform the Student Records Officein case there is a change in address or telephone numbers as soon as a change takesplace.All information about student records are governed by the Confidentiality of StudentRecords (Appendix C).OrientationStarting at university is a busy time, with lots to do and many people to meet. To guideyou through the process and make you feel comfortable here, the Student Affairs andServices has planned an Orientation programme to familiarize you with thefunctioning of the University; will provide you details of the College facilities, how youcan get involved in co-curricular activities and most importantly, the University’sexpectations of its students.RegistrationAll students entering AKU must formally register for the five year MBBS programme.The University reserves the right to suspend, or withdraw student registration at AKU incases where there are discipline or/and academic issues at any stage during theprogramme.Identity Cards (ID)During your first week at AKU, you will be photographed for your AKU ID card. This cardidentifies you as a student of the AKU MBBS programme.Remember: - Your ID Card - Your Identity.You must wear your identity cards at all times to allow yourself uninterrupted accessand movement on Campus. The security guards have instructions to ask to show yourID card; and if not produced, have the authority to restrict entry or movement onCampus.1Regulatory Body in PakistanPage 1 of 110SECTION – I: First week at AKU & OrientationCompleting the Registration Form: You must write your name in the registration formas stated in the Secondary Level Education documents e.g. O’ Level Certificate,Matric (SSC) Certificate, IB Diploma, High School etc.). In line with Higher EducationCommission (HEC)1 requirements, this name (and spelling) will be printed on theparchment that you will receive upon completion of the 5 year MBBS programme.
The loss of an ID card should be reported to the Office of the Registrar immediatelywith a request to have a new card made by completing the ID request form andmaking the required payment.Important Contacts in the Office of the RegistrarOfficeEmailExtensionDr. Laila AkbaraliInterim Vice-Provost, Student Affairsand Services & University Registrarlaila.akbarali@aku.edu4405 /4408Admissions Officembbs.query@aku.edu4410 / 4412Student Records Officestudent.records@aku.edu5449/ 5479Elective Officeelective@aku.edu4537International Officenasreen.sheikh@aku.edu5456SECTION – I: First week at AKU & OrientationFront Office: Office of the psi@aku.edu5454Finance Officestudent.finance@aku.edu2418/ 2403Male Hosteltabassum.nadeem@aku.edu4420Female Hostel (SONAM)mehrunissa.kabani@ aku.edu5455Representative for AKUROSSregistrar.systems@aku.edu5435Taking ResidenceThe hostel rules may be viewed on our /Pages/accommodation.aspxPage 2 of 110
SECTION - IIPolicies, Procedures andLife at AKUPage 3 of 110SECTION – I: First week at AKU & Orientation
Defining a Student at AKUStudent status is linked to enrolment at the University. An individual isconsidered to be a student while s/he is eligible to continue in the programmeof studies in which they were admitted.NOTE: A student remains enrolled until successful completion of the final yearexamination and the announcement/approval of results. A student, who hasnot cleared/passed this final assessment, remains “active” and continues to beconsidered a student.Upon completion of the programme of studies (graduation), or upon receiptof notice from the university that the student has been granted a leave ofabsence, suspended, withdrawn, discontinued, rusticated, or otherwisenotified that s/he is not eligible to continue studies, the individual is no longerconsidered to be a student.Student status is not linked to the Convocation. An individual who hascompleted her/his programme of study but has not yet been awarded his/herdegree or diploma at Convocation, is considered to be a “graduand”. Oncethe individual has received his/her diploma/degree parchment, s/he isconsidered a ‘graduate’ or ‘alum’ of the university.Current AKU policy dictates that graduands are not eligible to receivedocumentation that they would be eligible to receive as a student of theUniversity. This includes, unless otherwise indicated and approved, letters forvisa extensions, and paperwork to request for observerships/clerkships atdifferent university and university hospitals.Office of the RegistrarNovember 7, 2018Page 3 of 110SECTION – II: Policies, Procedures and Life at AKUThe University tries to organize the convocation as close to the completion ofexams to facilitate attendance of graduands.
Facilities on CampusThe facilities available may be viewed on our /Pages/home.aspxThe Faculty of Health Science LibraryAll Aga Khan University, Karachi Campus registered students, full- time faculty andstaff is eligible for membership to the Library. All users must fill the registration form andsign an agreement to comply with the library rules and regulations. Access to theLibrary premises will only be permitted to y registered users on their valid AKU ID Cards.The library management reserves the right to suspend or withdraw library privilegesfrom any person who contravenes these regulations and report such cases to theappropriate University authority for further action under the University’s disciplinaryprocedures.For details or timings, borrowing book and online access of books, please visit thewebsite The Audio Visual – Learning Resource CentreThe Audio Visual - Learning Resource Centre at Aga Khan University Karachi aims toprovide high-quality audio-visual support and learning opportunities to the faculty,students and staff for curricular, co-curricular and extra-curricular activities at theuniversity.SECTION – II: Policies, Procedures and Life at AKUDetails on AV facilities are available xInternet AccessDetails on the electronic/ online access policy for academic purpose are given asappendix J.The Sports & Rehabilitation CentreThe Sports and Rehabilitation Centre (SRC) offers facilities of International standardsfor various indoor, outdoor and water sports. The Sports Centre membership is opento all employees, alumni (their spouse and children), students, volunteers, retiredemployees, and Trustees of the Aga Khan University (AKU). Students automaticallybecome members of the Sports Centre upon their registration with AKU. The students’membership of the Sports Centre culminates upon completion of the respectiveacademic programme. The Centre is open seven days a week (unless otherwisenotified), Monday through Friday from 7:00 am – 9:00 am and 12:00 pm – 11:00 pmand Saturday and Sunday from 09:00 am to 11:00 pm.Page 4 of 110
Facilities available:The Sports Centre offers a series of services for the benefit of its users.i.An Olympic size Swimming Pool: There are separate timings for women everyday. Students who wish to swim are required to wear proper synthetic swimmingcostumes. Cotton costumes are strictly not allowed. Students are required to wearswimming caps during swimming.ii.A multipurpose Gymnasium:to play Badminton, Table Tennis, Basketball,Volleyball, Netball, and Badminton. Students need to bring their own sportsgear/equipment.iii.Tennis Courts: There are 4 Tennis Courts. Of these, one court has a practice wallfor starters.Two Tennis Courts have been converted into an Interchangeable Futsal Court (5aside soccer) and an outdoor Basketball Court with movable trolleys.Two Squash Courts: These are air-conditioned with appropriate lighting, woodenfloors and a glass back wall.v.Weight Training (fitness) Room: A professional trainer is available from Mondaythrough to assist members using the equipment’s/machines.vi.Aerobic Room: This room is reserved for women and is equipped with fitnessmachines. Aerobic/Zumba sessions are organized regularly.vii.Snooker/Billiard Room: Fully equipped with one of the best Snooker/Billiard Tablefor use by all members on the 1st floor of the Sports Centre (Cues are availableupon request).viii.Indoor Game Room: located on the 1st floor of the Sports Centre is equipped withCarom, Chess, Scrabble, Ludo etc.ix.Outdoor Volleyball Court: this is adjacent to the tennis courts with lights.x.Dual Cricket & Football Ground: A dual lush green Cricket and Football Groundhas three international standard turf pitches. A specially made turf wicket to playTape-ball Cricket is also available. Movable goal posts have been placed to playfootball on the designated days.xi.Walking/Jogging Track: There is a 500 meters walking/jogging track around thelush green Cricket/Football Ground.xii.Cricket Nets: Two turf pitches and a cemented pitch are available for practice inthe fully covered Cricket Nets. A bowling machine is also available for teampractice upon request.xiii.Snack Outlet: This outlet provides snacks and is open daily from 8:00 am to 10:00pm.xiv.Tea Garden and Bamboo Shed: Surrounded by planters, trees, and a lush garden,this shed provides a relaxing atmosphere to enjoy a moment of relaxation and ameal.Page 5 of 110SECTION – II: Policies, Procedures and Life at AKUiv.
Sports coaching:The Sports Centre offers coaching by professional coaches for numerous sportsincluding Aerobics and Zumba, 6 weeks fitness programmes, Yoga, Swimming, Tennis,Squash, Badminton, Table Tennis, Snooker/Billiard, Basketball, Tae-Kwon-Do, Music, Inline Skating, Football and Cricket (for details contact the Sports Centre Reception Ext:1660/1661).Competitive individuals/teams represent the College/University in a number of sportsincluding badminton, table tennis, squash, snooker, swimming, basketball, cricket,football, volleyball etc. Students are encouraged to participate in teamgames/competitions.Required Dress Code for using Sports facilities:When visiting the Sports and Rehabilitation Centre, students are strictly advised towear appropriate sports gear and Non-Marking Joggers only.Please Note:Students are required to follow the Rules and Regulations displayed on the relevantNotice Boards and maintain discipline in the Sports Centre premises. For further detailsmembers are requested to contact Sports Centre Reception Ext: 1660/1661 or email:sports.centre@aku.eduSECTION – II: Policies, Procedures and Life at AKUStudent ServicesStudents must contact the Records Office to obtain student services. This office islocated within the School of Nursing and Midwifery and is accessed through the EastReception.To avail the following services, a formal application must be submitted; the applicablefee should be paid; financial clearance should be sought prior to submitting therequest.These forms are available online at aspxBonafide and Reference letters:Students may request for Bonafide and other letters of reference.A bonafide letter is requested when students need to inform an agency that they arean AKU student. This letter provides the required verification.Time for processing of request for copies of Bonafide/reference letters is:OrdinaryUrgent-3 working days – no Charges1 working days – on payment of charges(please confirm with the Office before making request).Page 6 of 110
Attestation Service Requests: The charge for first 5 copies are free of cost; additionalcopies are Rs. 50/- each (processing time is 5 working days). Please note that nodocument(s) will be attested without seeing the original.Verification Services: The following enrolment and student records may be verifiedby current students and alumni.Types of Verification: Academic Rank and Certifying Examination Scores: only available to graduatingstudents and alumni. This information is only provided to the institution to which thecandidate may have applied, and they have made a formal request for thisinformation. Bona fide Letters: A copy of the Request Form is available -request.pdf Degree / Diploma Verifications: A copy of your parchment or diploma should besubmitted with the request for its verification to the Student Records Office. Degree / Diploma Replacement: Refer to University Policy # ement-parchment-020.pdf).For further information contact salim.valani@aku.eduGraduation Date: For currently enrolled students in their final year of study, theStudent Records Office will provide the “expected” date of graduation on theverification forms or relevant applications for scholarships. Transcripts: t-form.pdfProcessing TimeThe normal processing time is 10 working days.Dispatch of DocumentsDocuments are dispatched via regular mail.Courier service is available upon request and payment of the courier charges. Pleaseconfirm the charges at the time of making your request.The Student Records Office cannot take responsibility for the delivery of the mail.Where a courier service is used, the tracking number will be provided upon receipt ofthe same from the courier company.Page 7 of 110SECTION – II: Policies, Procedures and Life at AKU
Fee and Payment:All applicable fees must be paid prior to the provision of service. Receipts must besubmitted along with the request form.Payments may be made directly to the cash office at AKU or through online transfers.The web-links for online payments are as follows: Pay Online: https://payonline.aku.edu/Banking Details for Local banking-details-local.pdf Banking Details for Overseas banking-details-overseas.pdfPayments may be made by authorized persons on behalf of the requestor. AStudent Information Release Form must be /information-release-form.pdf.NOTE: Office of the Registrar can only process requests upon receipt of writtenclearance from the Finance Office stating that the student/alumni have no fees orloans outstanding and/or or satisfactory arrangements have been made.SECTION – II: Policies, Procedures and Life at AKUContactsStudent Records OfficeOffice of the RegistrarAga Khan UniversityP.O. Box 3500, Stadium RoadKarachi 74800 PakistanEmail: student.records@aku.eduOffice HoursStudent Records Office: Counter timings – Monday – Friday, 9:00 am – 5:00 pmThe Cash Office located in campus at Male Hostel courtyard remains open fromMonday to Friday as follows:MorningFrom 9:00AM to 12:30PMAfternoonFrom 1:30PM to 4:00PMOne45Through this platform, students access Medical College assessments; all examinationand curriculum schedules of relevant information or day to day functioning in theclass.eQUADeQuad is a central online platform for medical students to access relevant AKUwebsites, including the One45 and AKUROSS. Students also access enrolled courses(VLE) the Dean’s Monday AM email, updated information about events within studentPage 8 of 110
societies and across AKU. Students may log in to eQuad using their AKU user ID andpassword.AKUROSSThe Aga Khan University Registrar’s Office Student System (AKUROSS) provides accessto the Student Centre where students are able to View Personal Information,Academic Records and Financial Data. Students with relevant should contact theRegistrar Office; queries related to finance may be referred to the Finance Office.In addition, through the Student Centre, students can access their self-service portal.Student will be provided their portal access information at the time of registration withAKU. This access will always remain active.Student FinanceUniversity Finance DepartmentThis office is responsible for billing and collection of tuition, hostel, and other dues.Tuition, Hostel and Other Dues:It is the student’s responsibility to ensure that University dues are paid according to thepublished schedule as provided by the Student Finance Office. Students and theirparents may please note that payment of tuition fees and other charges is acommitted responsibility, and that the commitment should be respected.Banking Details for students categorized as ‘Resident Students’:Payments for ‘resident students’ may be paid through a bank draft or pay order infavor of “The Aga Khan University” and drawn on a bank in Karachi. Cheques are notacceptable. Students categorized as ‘Resident students’ may deposit their fees in PakRupees at any of the bank branches stated below through online banking. Thedeposit slip or bank notification should be emailed to the student.finance@aku.eduAccountTitleThe Aga Khan UniversityThe Aga Khan UniversityBank NameSoneri Bank LimitedHabib Bank LimitedBranch Name& CodeAKU BranchBranch Code 0024Karsaz BranchBranch Code 0896Account #200000144010896-79006003-01NTN #1206240-51206240-5IBAN #PK93SONE0002420000014401PK27 HABB0008967900600301Page 9 of 110SECTION – II: Policies, Procedures and Life at AKUPayment mode: According to the Higher Education Commission (HEC) rules, theUniversity is not authorized to collect fee in cash. To comply with these regulations,fees cannot be deposited in cash to the AKU cashier office and in our bank account.
Banking Details for Non-Resident Students: Students categorized as ‘Non – Residents’may pay their fees using any of the following options:Online Funds Transfer from any bank to University Foreign Bank Accounts: You maydeposit fees in the University’s foreign currency bank account through the onlinebanking facility. Bank details are as follows:Account No0786-79014650-11Account TitleThe Aga Khan UniversityBankHabib Bank LimitedBranchPlaza Branch-Branch Code 786IBAN NoPK11 HABB 0007 8679 0146 5011SWIFT CodeHABBPKKASECTION – II: Policies, Procedures and Life at AKUIntermediary Bank DetailsAccount withCitibank N.A. New York, USASwift CodeCITIUS33XXXBeneficiary Bank Account NameUSD HBL HOBeneficiary Account #36394582Swift CodeHABBPKKA007Other payment option for both Resident and Non-Resident category students:The University also offers an online e-payment facility to both Resident and NonResident students where payments may be made by credit card. Please use followingweb link to pay https://payonline.aku.edu.The payment acknowledgement receipt given by the bank should be emailed tostudent finance office or emailed to student.finance@aku.edu or intimating the officeby calling at Tel: 92 21 34930051 (Ext # 2403,2421,2418 and 2165)Contact: for any queries that you may have, please contact the Student FinanceOffice 92 21 34930051(Ext # 2403, 2421, 2418 and 2165) or email atstudent.finance@aku.edu.The Cash Office located in campus at Male Hostel courtyard remains open fromMonday to Friday during the following timings:MorningFrom 9:00AM to 12:30PMAfternoonFrom 1:30PM to 4:00PMPage 10 of 110
Financial Assistance ProgrammeIntroductionAga Khan University, Pakistan (AKU, P) operates a needs-sensitive Financial Assistance(FA) Programme to support students who do not have the means to meet the entireeducational expenses of the programme.Financial assistance is awarded on the basis of the assessment conducted by theUniversity. This evaluation is based on the applicant’s socio-economic profile asdeclared in the application submitted to the University and information providedduring interviews with applicants and their parents.Financial assistance awarded to the student may be a combination of grant-in-aidand student loan or a loan. The loan is interest free with an annual administrativecharge of 5% levied from the time of the award of the student loan and is payableafter graduation along with loan repayments. For further update on assistance andapplication process please visit our website: s/financial-assistance-pk.aspxApplication for Financial Assistance – ProcedureTo apply for financial assistance, students are required to complete the FinancialAssistance Application Form, and submit it, along with all the required documents andevidence as specified on the covering page of the Application Form, either inperson to the Student’s Financial Counseling and Assistance Office (SFCAO)located at First Floor of Dean’s Office or via courier to the following address:Student Financial Counseling and Assistance OfficeAll applications must be submitted by the deadline mentioned in the form. Incompleteand / or late applications will not be considered for evaluation or awarding ofFinancial Assistance. For further information email at student.fa@aku.edu.Schedule to receive applications for financial assistance for onboard students:For Onboard students (Year 2 and onwards)(Standard yearly dates)1. Collection and submission of Financial AssistanceApplication FormsIn the Month of May2. Review of all documents, resolving queries with thehelp of students and their parents, prepareevaluations and present in the committeeFrom June to September3. Collection of Financial Assistance decisionsIn the month of October4. Collection and submission of loan documents atSFCAOIn the month of NovemberPage 11 of 110SECTION – II: Policies, Procedures and Life at AKU1st Floor, Dean’s Office, Aga Khan UniversityP.O. Box 3500 Stadium Road, Karachi, Pakistan
Any unused portion of assistance (hostel accommodation and / or subsistenceallowance) will expire at the end of the academic year and therefore cannot becarried forward to the next year.RevisionApplicants may submit a request for a revision of their assistance. This appeal may bemade to the Student Financial Counseling and Assistance Office for a review of theapplication. The University will only consider the review appeal if it is supported withadditional information and documents.The appeal for a review of the financial assistance application may be submittedonce, unless there is a change of c
Student White Coat Ceremony SECTION - I First Week at AKU & Orientation Class Picture on DAY ONE . Page 1 of 110 Office of the Registrar . Finance Office student.finance@aku.edu 2418/ 2403 Male Hostel tabassum.nadeem@aku.edu 4
